Office Administrator

Office Administrator

Who we are:

For over 30 years, Aunt Leah's Independent Life Skills Society has delivered programs that help prevent youth in foster care from becoming homeless and vulnerable mothers from losing custody of their children. Aunt Leah’s strives to support individuals on their journey to adulthood; provide housing, education and life skills training.

Job Summary:

Under the guidance and direction of the Operations Director, the Office Administrator will play a key administrative and operations support role within the organization. You will work collaboratively with a dynamic and passionate team to deliver quality support to staff, program participants, and volunteers. The Office Administrator acts as the first point of contact for Aunt Leah’s Place and provides diverse administrative support as needed in Aunt Leah’s New Westminster office, and all daily business operations support as needed by the Operations Director. The Office Administrator will support the development and implement volunteer management strategies, coordinate recruitment and training, maintain volunteer records, track hours, and recognize volunteer contributions while ensuring timely and respectful responses to their inquiries.

Reports to: Operations Director

Salary: Starts at $23.33/ hr.

Location: This position is based at Aunt Leah’s New Westminster office, with occasional remote work as required at the Vancouver office, Thrift Store, and Donation Centre.

Qualifications

• 1-2 years of office administration experience
• Post-secondary education in a related field or equivalent experience

Requirements:

• Undergo and maintain Criminal Record Check & Local Police Information Check
• Valid BC Driver’s license and access to own reliable vehicle
• Clear Drivers Abstract
• Adheres to the Society’s Code of Ethics and Values

Assets:

• Non-Violent Crisis Intervention (NVCI) Certification is considered an asset
• Experience planning events is an asset
• Knowledge of the non-profit / social service sector is an asset

Knowledge, Skills and Abilities:

• Excellent verbal and written communication skills
• Outstanding organization and time management skills
• Ability to handle multiple priorities and various requests at the same time
• Computer proficiency with Microsoft Suite (Word, Excel, Outlook) and Google office / business functions
• Familiarity with copy machines, fax machines and other office equipment
• Ability to plan, organize tasks, and meet deadlines
• Empathy and compassion towards people with multiple social and systemic barriers
• Strong ability to build and maintain positive rapport and trust while maintaining confidentiality
• Ability to maintain high levels of accuracy and attention to detail

Key Duties and Responsibilities:

Essential Functions:

Administrative:

• Office admin duties including reception, answering calls and greeting guests
• Operate a multi-line phone system
• Plan and coordinate internal and external meetings, including invitations, agendas, materials, meeting rooms, technical requirements, catering
• Manage and coordinate office space calendar
• Maintain and update the Office Procedures Manual
• Order and organize office supplies
• Mailing (distribution, postage, couriers, and donor mail outs as needed)
• General filing
• Minute taking as requested
• Support the onboarding of new staff by providing Office Orientation and Health & Safety Orientation
• In collaboration with Human Resources, update & distribute monthly staff contact list
• Other administrative tasks as requested by Operations Director

Operations:

• Ensure the overall cleanliness of the office ensuring a professional environment for staff, guests, and program participants
• Respond effectively, consistently, and politely to all staff office requests
• Coordinate with Facilities and Maintenance Manager to ensure efficient resolution of office maintenance requests
• Provide admin support to program staff as needed (photocopying, scanning, data entry, purchasing, filing and cheque printing/distribution)
• Assist programs by purchasing items needed by participants
• Process purchase orders (establish and maintain positive relationships with vendors and business partners)
• Distribute office keys, alarm codes and oversee office security
• Draft and/or proofread office and other operational policies and procedures
• Draft and update Society administrative documents
• Manage the Society’s monthly utilities expenses
• Assist in coordinating and planning Society events including offsite staff professional development sessions, seasonal gatherings, and donor appreciation events
• Assist to supervise and train Canada Summer Jobs admin staff
• Recommend and implement enhancements to current procedures that improve operational effectiveness

Communications:

• Welcome guests / program participants and direct them to appropriate staff or department
• Assist with fundraising / mailing campaigns as needed by the Development Director and Operations Director
• Ensure internal communication materials are available for all staff
• Oversee inventory of communications materials
• Assist with the annual participant Christmas Hamper campaign and other campaigns
• Assist the Social Enterprise team with preseason administrative support, and public inquiries during the annual Christmas tree sales season

Volunteer:

• In collaboration with the Social Enterprise Lead and Operations Director, develops and implements strategies to recruit, co-ordinate and retain volunteers
• Conducts phone screening of volunteers and coordinates with Department Managers to interview, onboard and train volunteers
• Assists in the creation, review, and updating of Policies and Procedures for volunteers
• Inputs, maintains and updates volunteer information in database records
• Maintains & tracks volunteer hours
• Recognizes volunteers through correspondence and appreciation events
• Responds to volunteer requests and/or applications promptly and respectfully

Other:

• Attend monthly staff professional development sessions
• Is a member of the Joint Health and Safety Committee
• Attend all meetings as required or directed by supervisor
• Responsible for handling monthly petty cash up to $2,500

Physical Demands:

• This position includes sitting at a desk using a computer; and may include some occasional physical work moving objects weighing up to 50lbs.

Working Conditions:

• Works primarily in an office setting with the possibility of remote work if required
• Hours of work – 37.5 hours per week (7.5 hours a day) generally Monday to Friday (9:00 am to 5:00 pm)
• This position may require working occasional evenings and weekends and travel to various locations within Metro Vancouver
• This position is based at Aunt Leah’s New Westminster office, with occasional remote work as required at the Seymour office, Thrift Store, Donation Centre, and seasonal Tree Lots
• Some driving is required to support Society activities. Approved business mileage for personal vehicle use is reimbursed at $0.70 per km per CRA guidelines

Living Wage Employer: As a certified living wage employer, we are committed to compensating our employees a living wage that allows working families to support the healthy development of their children and participate in the social, civic, and cultural lives of their communities. Embracing a living wage policy aligns with our Strategic Goals and provides our staff a great place to work.

We Offer: A comprehensive benefits package that includes dental, extended health care including vision care and prescription, RRSP matching, generous vacation and personal time package, and an employee discount at our Thrift Store.

To Apply: Please send your resume and cover letter. Short-listed candidates will be contacted for interviews.

We encourage qualified people of all gender expressions and identities, sexual orientations, visible minorities, Indigenous persons, and persons with disabilities to apply if you are interested in supporting our mission and mandate.

Job Type: Full-time

Pay: $23.33 per hour

Expected hours: 37.5 per week

Benefits:

• Dental care
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Store discount
• Vision care

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Ability to commute/relocate:

• New Westminster, BC V3M 4W6: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Do you have access to your own reliable vehicle? (requirement)

Experience:

• Office Administration: 1 year (required)

Licence/Certification:

• BC Drivers Licence? (required)

Work Location: In person